For personal information systems that
are computer systems and contain confidential personal information, the agency
shall do the following:

(A)
Access restrictions. Access to confidential personal
information that is kept electronically shall require a password or other
authentication measure.

(B)
Acquisition of a new computer system. When the agency
acquires a new computer system that stores, manages, or contains confidential
personal information, the agency shall include a mechanism for recording
specific access by employees of the agency to confidential personal information
in the system.

(C)
Upgrading existing computer systems. When the agency
modifies an existing computer system that stores, managers, or contains
confidential personal information, the agency shall make a determination
whether the modification constitutes an upgrade. Any upgrades to a computer
system shall include a mechanism for recording specific access by employees of
the agency to confidential personal information in the system

(1)
The agency shall require employees of the agency who access confidential
personal information within computer systems to maintain a log that records
that access.

(2)
Access to confidential information is not required to
be entered into the log under the following circumstances:

(a)
The employee of
the agency is accessing confidential personal information for official agency
purposes, including research, and the access is not specifically directed
toward a specifically named individual or a group of specifically named
individuals.

(b)
The employee of the agency is accessing confidential
personal information for routine office procedures and the access is not
specifically directed toward a specifically named individual or a group of
specifically named individuals.

(c)
The employee of
the agency comes into incidental contact with confidential personal information
and the access of the information is not specifically directed toward a
specifically named individual or a group of specifically named
individuals.

(d)
The employee of the agency accesses confidential
personal information about an individual based upon a request made under either
of the following circumstances:

(ii)
The individual
makes a request that the agency takes some action on that individual's behalf
and accessing the confidential personal information is required in order to
consider or process that request.

(3)
For purposes of
this paragraph, the agency may choose the form or forms of logging, whether in
electronic or paper formats.

(E)
Log management.
The agency shall issue a policy that specifies the following: